Dave Paradi's PowerPoint Blog

The ideas I share on this blog will help presenters communicate more effectively using persuasive PowerPoint presentations. Visit my web site at www.ThinkOutsideTheSlide.com for more information on my training, consulting and resources.

Wednesday, August 27, 2008

Converting Quicktime MOV files for use in PowerPoint

Many video files today come to us in Apple's QuickTimeMOV file format. And that causes a problem when we want to insert it on a slide since PowerPoint for Windows does not natively play QuickTime files. One solution is to convert the file to a format that PowerPoint can play.

I would suggest you follow his suggestion to convert to the AVI format, but don't stop there. Then use Windows Movie Maker to convert the file to a Windows Media Video (WMV) format file. Why? Because it it much smaller than an AVI file. In my test, a 3.56 MB MOV file was converted to a 272 MB AVI file, which is so much larger because it is essentially uncompressed. I then used the default settings in Windows Movie Maker to convert it to a 8.04 MB WMV file. The WMV file can then be easily used in PowerPoint because it is the default format for video files in PowerPoint.

Another benefit to this extension of the conversion process is that you can then edit the clip if needed because Movie Maker has editing features.

Try the above procedure the next time you are given a QuickTimeMOV file to use in your presentation.

Tuesday, August 26, 2008

Just a quick note to let you know that a new Slide Makeover Video Podcast based on the ideas in "The Visual Slide Revolution" is available for your viewing through the iTunes Store or online. When presenting numbers that were calculated in Excel, don't just copy and paste part of your spreadsheet. This makeover shows a table of numbers transformed into a concise summary of the key issues that decision makers need to know.

This slide was suggested by one of the subscribers to the newsletter - someone just like you who is looking for a way to make their presentations more effective. If you want to submit some of your slides to be considered for a future slide makeover, e-mail them to me at Dave@ThinkOutsideTheSlide.com.

If you have already subscribed through iTunes or another podcatcher, the new podcast should be automatically downloaded when you next run the program.

Tuesday, August 19, 2008

PowerPoint Tip: What to look for in a web presentation service

Next month I am presenting at PowerPoint Live on how to design and deliver a web based presentation and the differences from a presentation where the audience is in the room. I was looking back at the webinar I did for SpeakerNetNews that covered some of these topics and one area I am not going to cover at PowerPoint Live is the area of selecting a web presentation service. So I'm going to share some of my thoughts on that topic today.

The objective today is not to convince you to lean towards one particular service or another. It is to give you some criteria to consider when you have to make that decision. With the cost of travel by any means increasing rapidly, we will all be doing web- based presentations in the future. If you are already using a web conference service, this may help you evaluate if you are getting the best value from who you currently use.

Criteria #1 - Cost StructureThere seem to be two cost approaches that are most popular. The first is a fixed fee per month that allows you to hold any number of meetings with a certain maximum number of people. The other approach is to charge per attendee per minute that they are connected. Consider how often you will likely be holding meetings and do the math to determine which approach would be best. And go back to check every 6 months or so to make sure the approach you selected is still the best for your actual usage.

Criteria #2 - Audio OptionsSome services deliver the audio portion of the conference over the web and the participants hear it through the speakers on their computer and some use a regular telephone bridge line for the audio. I prefer the telephone bridge approach as I have found it more stable, but check to see what limitations there may be on the audio line that the service includes. Sometimes using a separate phone bridge will give you the options you need, like being able to selectively mute all or individual participants, the ability to record the audio portion of the meeting and the ability to have multiple presenters speak while everyone else is muted.

Criteria #3 - System requirementsMost of the services operate by having the participants download a small browser-based application that enables you to share your screen with them to show a presentation, web site, document, etc. Check whether the service you are considering will support the systems of the people who will attend the meeting. Check for Mac support, which browsers are supported, what versions of Windows are supported and whether corporate computers that have restrictions on what can be downloaded will be able to connect. Some of your participants may have old computers and their operating system may not be supported (I've had this happen to me).

If you'd like to see my entire presentation at PowerPoint Live and learn from the top designers and experts in PowerPoint, register to attend the conference September 21-24 in San Diego, CA. Full details are at http://www.PowerPointLive.com .

Monday, August 18, 2008

How to become an Olympic champion presenter

I don't know about you, but my wife and I love the Olympics. When they are on, as they are now, we devote a number of hours each day to watching the competition. We rejoice at the great performances and feel bad for the athletes who miss a medal by a fraction of a second or point.

What is common to every athlete who is competing is that they have trained years to become the best at their sport. They have had great coaching, encouragement from family and friends and access to the best equipment and facilities.

So how does this apply to us as presenters? More than you might initially think.

Let's apply the approaches of an Olympic gold medallist to each of us as presenters. And I'll use questions to help us think about whether we are measuring up.

Training: When is the last time you practiced your presentation? I mean actually stood up and delivered it as if it was the gold medal match? Think you'd do better if you rehearsed under the simulated stress that will be there on the day of the key presentation?

Coaching: When was your last presentation coaching session or training course? Years ago? How will you continue to keep up with the competition unless you are always learning from the best there is?

Encouragement: Who do you have around you encouraging you on? Is it a team of coworkers, your family? You will be positive if you hang around others who are positive and believe that you can deliver the best presentation ever.

Equipment: Do you have the equipment you need to succeed? Like presentation remote, laptop, and projector. Invest in the equipment that gives you the best chance to win.

Tuesday, August 12, 2008

August 12/08 Slide Makeover Video Podcast available

Just a quick note to let you know that a new Slide Makeover Video Podcast based on the ideas in "The Visual Slide Revolution" is available for your viewing through the iTunes Store or online. Just adding a visual to your slides is not enough - it must have context so the audience can understand it. This makeover shows a visual and how it can be recreated to have a much better impact on the audience.This slide was suggested by one of the subscribers to the newsletter - someone just like you who is looking for a way to make their presentations more effective. If you want to submit some of your slides to be considered for a future slide makeover, e-mail them to me at Dave@ThinkOutsideTheSlide.com.

If you have already subscribed through iTunes or another podcatcher, the new podcast should be automatically downloaded when you next run the program.

To subscribe via the iTunes Store, click here.To view online or get the RSS file for other podcatchers, click here.

To get your own copy of "The Visual Slide Revolution", click here.To access quick "how-to" videos for only $1.99 each, click here.

Tuesday, August 05, 2008

PowerPoint Tip: Using a Venn Diagram

One of the types of visuals that I review in my workshops is the Venn diagram. These diagrams were created in 1881 by John Venn as a way to represent relationships in the branch of mathematics known as set theory. The basic Venn diagram used in presentations shows two partially overlapping shapes, usually circles or ovals, and text to show what belongs to only one shape and what is common to both shapes. Here is an example I show in my workshops.

Why might you want to use it in your presentation? Here are two situations where it helps clearly explain your point.

The first is when you are trying to show an overlapping relationship. It could be amongst roles, departments or product features. The key message is to show how some elements of each individual role/department/product are unique and some are the same as the other role/department/product. The Venn diagram makes these distinctions visually clear for your audience.

A second situation is when you are showing the intersection of ideas. A common example right now is to show one circle that represents efficiency and profitability and the other circle represents environmental responsibility. There are elements that are unique to each, but the intersection is where many organizations are trying to position themselves so that they can meet their objectives in a way that also contributes to the health of the environment.

A Venn diagram is one of the built-in diagrams in PowerPoint, but I find it usually better to create my own using shapes and text. By creating my own, I dictate the size and position of each shape, the degree of overlap and where the explanatory text goes. By creating each element on its own, I also enable the ability to animate each element so when I show the diagram, I can explain each element individually.

Some tips when creating Venn diagrams from my experience: build the diagram in the order you want it to appear so the overlapping looks the way you want it to; use semi-transparent shapes so that the audience sees the overlap clearly; use text boxes instead of adding text to the shapes to give yourself more flexibility; and build the diagram using animation so you can explain each element properly.

If you haven't used a Venn diagram to show an overlapping or intersecting relationship, I suggest you sketch it out and see how it can be helpful. If you need some more detailed instruction on how to create a Venn diagram in PowerPoint, check out the videos at http://www.ThinkOutsideTheSlide.com/ppthowtovideos.htm#venn .

Saturday, August 02, 2008

Why you should attend PowerPoint Live

Coming up September 21-24 in San Diego is the only user’s conference for PowerPoint, called PowerPoint Live. I’ll be speaking on the Wednesday morning on how you need to design presentations differently when delivering them over the web instead of in person. I wanted to spend a few moments today explaining why I think you, or someone from your organization, should seriously consider attending this meeting.

There is a limit of 200 attendees, meaning that you will get to make personal connections with similar professionals and won’t feel like cattle being herded from one session to the next. Those connections allow you to continue sharing ideas and getting support after the conference finishes.

The sessions are very practical, so you leave with ideas you can implement immediately to improve your presentations.

There is an on-site help desk where the top PowerPoint people in the world sit and freely dispense advice and solutions to your toughest challenges. You can gather a list of the biggest problems you and your colleagues face and get them all answered here. Think of how much time that would save.

This is one of the premier gathering places for presentation designers, so you will see and hear the latest and freshest ideas from the top people in the business, like Nancy Duarte, whose firm does Al Gore’s Academy Award winning presentation, and Julie Terberg, whose innovative use of the animation features rival professional videographers.

The focus of the conference is the use of the tool to improve communication, not a technical focus. While Microsoft reps are there, including the head of the development team, your focus will be practical, not technical, and communication, not features based.

If you design and deliver presentations regularly, this is a valuable development opportunity. If you have people in your Marketing, Communications, or Sales department who develop presentations for others, they will come back armed with new ideas that everyone can benefit from.

You can check out all the details at www.PowerPointLive.com, including the entire schedule of sessions, detailed outlines of the content of each session and the social activities to build those networks that provide the ongoing sharing of ideas.

About Me

Dave Paradi has been recognized by the media and his clients as a presentation expert. He has authored nine books on effective PowerPoint presentations. Dave is one of only sixteen people in North America to be recognized by Microsoft with the PowerPoint Most Valuable Professional Award for his contributions to the PowerPoint presentation community. His ideas have appeared in publications around the world. Participants in his workshops leave with practical steps they can take immediately to improve their presentations. Attendees say that they will never be able to look at another PowerPoint presentation the same way again because Dave redefined what an effective presentation should look like. Learn more at www.ThinkOutsideTheSlide.com.

Microsoft, PowerPoint, Windows and other terms are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Microsoft product screen shot(s) reprinted with permission from Microsoft Corporation. All books, products and seminars are independent publications and are not affiliated with, nor have they been authorized, sponsored, or otherwise approved by Microsoft Corporation.